The English-Speaking Union
APPLICATION AND RECRUITMENT PROCESS:
Executive Asssistant to the Director General To apply, please submit your letter of application accompanied by a full CV by 5 pm on Monday 9 April 2012. Interviews will be held in the weeks commencing 16 and 23 April 2012. The following documents are attached: 1. Covering letter from the Director-General of the ESU 2. Job Description & Person Specification The ESU’s website can be found at www.esu.org Please submit your letter of application and CV to Sophie Barlow, Executive Assistant to the Director-General, by Email at sophie.barlow@esu.org. Postal applications will be accepted at the following addres: The English-Speaking Union Dartmouth House 37 Charles Street London W1J 5ED.
Dartmouth House 37 Charles Street London W1J 5ED T +44 (0)20 7529 1550 F +44 (0)20 7495 6108 www.esu.org The English-Speaking Union of the Commonwealth, incorporated by Royal Charter, is a Registered Charity No. 273136.
The English-Speaking Union From the Director-General: Peter Kyle OBE 15 March 2012 Dear Applicant, Executive Assistant to the Director-General Thank you for your interest in the position of Executive Assistant at the English-Speaking Union. This is a vital support position within the organisation, and is integral to the smooth running of the Director-General’s office. We are faced with challenging times regarding fundraising and other development activities. Our position is strong – with over 10,000 members and alumni in England and Wales supporting our work, we are looking to develop various areas of our activities whilst ensuring the long-term stability and growth of the ESU. To achieve this vision, it is vital that we continue to develop our range of charitable activities across our domestic and international network, as well as ensuring that our current programme of speech and debate, educational and cultural activities continue to lead the field. The appointed candidate will support the Director-General’s office in an administrative capacity, and will be central in providing assistance to the ESU’s committee structure, as well as at staff and Governors’ meetings. The enclosed pack includes the job description, person specification and details on how to apply for the position. I very much hope that you will choose to apply for this exciting role.
My Best Wishes Dartmouth House 37 Charles Street London W1J 5ED T +44 (0)20 7529 1550 F +44 (0)20 7495 6108 www.esu.org The English-Speaking Union of the Commonwealth, incorporated by Royal Charter, is a Registered Charity No. 273136.
THE ENGLISH-SPEAKING UNION
Job Description Job Title: Reporting To:
Executive Assistant to the Director-General Director-General
Overview The role of the Executive Assistant is to provide secretarial and other support services to ensure that the Director-General’s, day to day life is as productive and smooth running as possible and to assist with supporting and servicing the Board of Governors. The post requires someone with excellent organisational and office skills, a good telephone manner, and an ability to prioritise workload and forward plan.
Responsibilities •
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To support the work of the Director-General in the co-ordination, management and development of the English-Speaking Union and the wide range of responsibilities and projects he is involved in throughout the UK and internationally. To co-ordinate the activities of the Director-General in maintaining good liaison with the Senior Management Team, other ESU employees and external stakeholders. Make arrangements for new starter’s induction sessions and regular staff briefing sessions. To act as Secretary to the Senior Management Team meetings and, as required, to other formal and informal committees of the Board by preparing agendas, taking meeting minutes and disseminating information and papers in a timely fashion. To keep diaries, formal minutes and proper records of other meetings as required. To liaise closely with the Chairman and Secretary and respond to their needs. To liaise closely with the Governors as directed by and on behalf of the Director-General. To prepare Board Meetings, including the timely and accurate collation and dissemination of all relevant papers and to take minutes of Board meetings. To provide support to the Director-General in his role as Secretary General of the International Council as and when necessary.
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To organise special occasions such as Governors’ dinners, conferences and workshops. To make arrangements for the hosting of Royal, Ambassadorial, donor and VIP visits to the ESU throughout the year. To deal with day to day enquiries on behalf of the Director-General and field communications where necessary. To deal with correspondence and general enquiries, provide an efficient filing system, contact database and prepare paperwork for the ESU’s archives when required. To take care of the Director-General’s travel and hotel arrangements and deal with company credit card and expenses returns. To be flexible and adaptable in the undertaking of any other related duties.
SPECIFIC SKILLS AND EXPERIENCE Essential • • • • • • • • • • • • •
At least four years’ PA experience supporting at a Director level. Emotionally intelligent, with common sense. Personal integrity and credibility. Good communication and influencing skills, with an ability to communicate effectively at all levels both orally and in writing. Strong organisational and administrative skills. Good interpersonal skills. Ability to work independently and as part of a team. Self-motivated, and able to demonstrate initiative. Reliable and conscientious with a positive and committed approach to work. Strong copy typing, Word, Excel and Outlook skills are essential. Excellent literacy and numeracy skills. An awareness of costs and cost effectiveness. Professional and confident manner.
Desirable • • •
As the ESU is an international organisation, knowledge of a foreign language will be an asset. Experience of working in a membership organisation. Experience of working with volunteers.
General Qualities • •
To support and promote the charitable objectives of the ESU. To act as an ambassador for the ESU in all dealings with external bodies.
Hours of Work Normal hours of work are thirty five hours per week. Evening and weekend work will occasionally be required. Reasonable TOIL will be given to compensate out of hours work in agreement with the Director-General.
Location The location of work is Dartmouth House, although there may be a need to work at other ESU locations from time to time as the job requires.
Salary In the region of £25,000 - £28,000, depending on experience.
Note This Job Description is not a contract but is provided for an employee’s guidance on the way in which the duties of the post are to be carried out. The content of the Job Description may change from time to time and the employee will be consulted over any substantial changes. As a term of employment you may be required to perform work not specifically mentioned above commensurate with the scope of your role within the ESU.